Financial systems software package

Tender description

The objective of this project is to procure and implement an upgraded or replacement finance and procurement systems, which addresses the reasons for change, identified above. As well as this, we expect a system with improved functionality across all processes, which will be able to adapt with the business as it grows to avoid having to make further upgrade/replacement for the foreseeable future. Key to this are the following principles. The system must be user orientated The system must be flexible The system should be highly configurable but should avoid customisation. Tender The tender is split into two discrete lots covering the two main systems to be upgraded or replaced with contract term to last a minimum of 5 years from full commencement of the service provision, plus 2 possible 1 year extensions. Lot 1 Finance system Lot 2 Procurement system estimated contract start Q4 2019. LLA is seeking a fully integrated solution for the finance systems with the focus on controls within the system to provide compliance with processes and to minimise the risks of misstatement whilst maintain a user orientated interface. Lot 1 and Lot 2 are expected to be fully integrated via the LLA Enterprise Service Bus ESB. See Technical requirement, to ensure that supplier master data held within the finance system and contract master data held within the procurement system is shared in real time and that there is a bi-directional transfer of for transactional information e.g. costs by contracts, purchase orders etc. Requirements The following elements are the key requirements for the finance system. Please see the functional requirements document for more detail of the processes and transactions expected to be included; 1) General ledger Enterprise structure. Company, cost centre, profit centre, projects Chart of accounts Journal posting Trial balance Balance sheet Profit and loss Cash flow Cashbook and banking Accounts receivable Accounts payable VAT accounting and returns including digital submission to HMRC CIS accounting and returns including digital submission to HMRC Project costs; 2) Purchase order. Optional: can also be supplied as part of Lot 2 Raising of purchase orders authorisation workflows Receipting of purchase orders 3 way matching order, receipt, invoice; 3) Contract billing Calculation and creation of invoicing based on contracts and relevant inputs Calculation and creation of invoicing based on meter readings Deferral, Accrual of turnover Contract management and master data; 4) Fixed assets Management of fixed assets master data Useful economic lives Depreciation calculation and recording Fixed asset transactions additions, disposals, transfers, amendments; 5) Systems Administration and General User management Audit functionality down to a transactional level Reporting Dashboards standard systems reports customisable reports excel exports LLA is seeking an electronic solution either hosted by the supplier or provided as Software as a Service to run procurement exercises for London Luton Airport and hold contract subsequent management information. This should include but not be limited to tender exercises to be run using one of the various procedures described in The Utilities Contract Regulations 2016, or where tender exercises which are not caught by the Regulations, Requests for Quotations RFQs or further competitions run under existing frameworks. It is our policy that all tenders or quotations over a value of £8k are run electronically. Currently there are approximately 200 tenders or quotations run annually on the existing tendering system, which also holds contract details for all contracts. It is our desire to increase the use of the system for contract management purposes. Solutions should offer the following facilities. The ability to run tenders which are open advertised and restricted. Be able to link to a Finance system where purchase orders can only be raised against a contract that is live and has sufficient remaining unspent contract value to cover the purchase order. Upload and hold a wide variety of documents types in a document library. Enable suppliers to be invited to RfT via a simple, straight forward and easy to use registration process. Allow buyers to build documentation from standard questions stored on the system, or access and update standard documentation, or to upload documentation including tender documents and issue them to the suppliers. Provide a help facility helpdesk for suppliers to ensure they can respond to tenders, access documents etc. Allow suppliers to communicate securely with buyers during the tender to raise clarification questions, and for the buyer to be able to easily respond to some or all suppliers without breaching confidentiality between suppliers. Enable suppliers to complete PQQs or ITTs online, entering information directly into the system or enables the PQQ or ITT to be downloaded and completed by the applicant or tendering organisation and uploaded back into the system. Create and publish advertisements and contract notices in the Official Journal of the European Union OJEU as necessary but have the facility also for such adverts notices to be posted on a third party’s system and not compulsorily within the proposed solution’s system. Provide a locked box facility where tenders cannot be accessed until the deadline has passed. Provide secure access to the system 24 hours a day, 7 days a week with appropriate back-up or contingency planning in the event of system failure. Open and log tenders received and generate a list that details PQQ or tender returns by internal contract/tender reference number supplied together with those that accessed documents but may not have returned them. The ability for records maintained within the system to be exported. Ability to store arbitrary documents associated with contract management e.g. notes of meetings, formal contract reviews etc. Automatic trigger for updating out of date documents, e.g. insurance certificates, DRB checks etc. Ability to hold contract variation documents. Ability to import the tender and contract information including all associated documents and correspondence records) from the existing tendering system In Tend, maintaining references and structure, should we change systems. Ability to publish a summary list of contracts, including title, reference, supplier, value, start date, end date, term, service area, POC The contract register to the internet, and which allow people to express interest in the contracts when they come up for retender. The solution must be priced on the basis of unlimited tendering exercises and at least 50 buyer side users Must be able to Transfer Tenders and Quotations to Contracts seamlessly with minimal human click activities